Equipment Bill of Sale Template
An equipment bill of sale records a business-to-business sale of machinery, tools, vehicles-adjacent gear or other fixed assets — an itemized schedule of what’s being sold, the price, and a commercial warranty disclaimer instead of consumer-style language. Download the ready-to-fill template below, or read the full checklist first.
Download the Equipment Bill of Sale
A complete, ready-to-fill PDF — 7 clauses, blanks for every detail, and a signature block for both parties. Free, no email, no account. Read it and adapt it before you use it; the cover page explains what it can and cannot do for you.
Need the other party to sign it too? Send it for signature with a full audit trail and a tamper-evident seal on the finished file — they never need an account. See pricing.
This is a template, not legal advice
This document is a general-purpose template provided for information only. It is not legal advice, it does not create a lawyer–client relationship, and nobody has reviewed it against your situation.
Laws differ by country, state and province, and they change. A clause that is standard in one place can be unenforceable — or illegal — in another. Terms that are ordinary between two businesses can be void in a consumer or employment context.
Read every clause before you use it, fill in every blank, and delete anything that does not apply. For anything high-value, unusual, or that you could not afford to lose a dispute over, have a qualified lawyer in your jurisdiction review it before it is signed.
What an equipment bill of sale needs
Seller & buyer business names
Full legal business name and entity type (LLC, corporation, etc.) for both companies — not just an individual signer's name.
Itemized equipment schedule
Each piece of equipment listed separately with its make, model, quantity and serial number or asset tag — a single line item doesn't hold up when a dozen units are changing hands at once.
Purchase price, payment method & transfer tax
The agreed price, how and when it's paid, and which party is responsible for any sales, use or transfer tax the sale triggers.
Warranty disclaimer (commercial terms)
An explicit "AS IS" disclaimer naming the implied warranties of merchantability and fitness for a particular purpose — the language a business buyer's counsel expects, not a consumer-style as-is line.
Transfer of ownership & risk of loss
When title and risk actually pass — tied to signing and payment, not just a handshake at pickup.
Seller's title representation
Seller confirms it actually owns the equipment outright, or discloses the lien, lease or loan still attached to it.
Delivery location and date
Where and when the equipment will be made available, and who arranges transportation from there.
Signatures of authorized representatives
Signed and dated by someone with authority to bind each company — not just any employee — plus each signer's title.
Why this isn’t just the general bill of sale with different words
A consumer selling a couch describes it in a sentence and disclaims the sale as-is. A business selling equipment is usually moving several distinct assets at once — a rack of servers, a fleet of forklifts, a shop full of tools — and each one needs to be identifiable on its own. That’s what the itemized schedule is for: make, model, quantity and, where one exists, a serial number or asset tag for every line, so nobody has to guess later which unit a given price or warranty term applied to.
The warranty language is deliberately more formal, too. A consumer as-is clause is usually enough to head off a return request. A sale between businesses is commercial activity, and depending on the jurisdiction, implied warranties — like a warranty that the goods are fit for their ordinary purpose — can attach by default under commercial law unless they’re expressly excluded. This template’s disclaimer names and excludes the implied warranty of merchantability and the implied warranty of fitness for a particular purpose directly, rather than relying on a general “as-is” statement to do that work.
What it doesn’t add is a title-registry regime: unlike a vehicle or boat, most equipment has no DMV-equivalent agency to register a transfer with, so this template stays a general commercial bill of sale rather than a jurisdictional one.
Common mistakes to avoid
- Describing the equipment as one bulk line item instead of listing each unit with its own serial number or asset tag. If a dispute or audit ever comes up, "assorted shop equipment" doesn't tell anyone which forklift changed hands.
- Using consumer-style "as is" language instead of a proper commercial warranty disclaimer. Equipment sold between businesses can fall under the UCC's implied warranties by default — the disclaimer needs to name and exclude merchantability and fitness for a particular purpose explicitly, or it may not hold up.
- Skipping the lien check. A company buying used equipment without confirming it's free of a bank's security interest can end up with assets a lender is entitled to repossess.
- Leaving transfer tax unassigned. Sales, use or transfer tax on a business asset sale is real money — decide up front which party pays it instead of discovering the gap at closing.
- Having the wrong person sign. A bill of sale signed by someone without authority to bind the company can leave the "sale" unenforceable against the business itself — confirm the signer has that authority and record their title.
Get your bill of sale signed
Fill in the template above and send it to the other company for signature with a free Evenseal account — 5 documents a month, no card required. Only need your own copy signed? Self-sign for free with no account at /sign-pdf.
Not legal advice — for higher-value or complex equipment sales, have counsel review the terms before relying on this template alone.